Parts inventory

Track spare parts, stock levels, and desired quantities; associate parts with the assets that consume them.

The parts module answers two questions that stall maintenance work: do we have one? and which one does this machine take?

Part records

Each part carries:

• Name, part number, and category - categories keep a big catalog navigable
• Quantity and location - how many are on hand, and where they're shelved (site, building, location, plus a free-text "specific location" for the shelf or bin)
• Desired quantity - the stock level you want to hold; stock status is measured against it
• Unit cost - what a consumed part posts to the work order's costs
• Supplier - the vendor you buy it from

Stock status is relative to the desired quantity: out of stock at zero, critical below 20% of desired, low below 50%, good above that. The badges do the flagging in the parts list; find a part by text search.

Columns, at the right of the toolbar beside the density toggle, picks which columns the parts list shows and drags them into your order. Name always shows, and your choice is remembered in this browser.

Workspaces

Organizations running both Facilities and Infrastructure file each part under one of them, the same way vendors work.

• If you are assigned to one workspace, parts you create are filed there automatically.
• If you see both workspaces, the part form asks you to choose Facilities, Infrastructure or Shared. Shared parts appear in both lists - the right answer for stock that feeds both estates.
• Managers and Administrators can re-file parts from the part form, or by selecting several in the list and choosing Move to workspace.
• Parts created before this existed are Shared, so no inventory went missing.
• Part categories are filed the same way, under Settings → Categories → Part Categories. A member assigned to one workspace is offered that workspace's categories and the shared ones on the part form; existing categories are Shared until you move them.
• Narrow the list by workspace with the Facilities / Infrastructure / Shared switch beside Add Part. The list opens on Shared, which shows every part. Facilities or Infrastructure shows that workspace's parts plus the shared ones, since shared stock belongs to both.

Where a part is physically stored - site, building, location - is a separate question and is asked of everyone. A works yard is a site whichever estate it serves.

Exporting

Managers and Administrators can download the parts list as CSV with Export at the top of the page. It exports exactly the parts the list is showing, after your search and workspace filter, with site, building and location by name. To load parts in bulk, use Settings → Import.

Asset ↔ part associations

Link parts to the assets that use them. On the asset's Parts tab you get the machine's shopping list - belt size, filter set, seal kit - which is exactly what a technician needs before walking to the stockroom, and what a manager needs when deciding how many to stock.

One part can serve many assets; the association view shows how many units each machine population could demand.

Consumption through work orders

Recording parts against a work order does three things at once:

1. Deducts stock
2. Posts the part cost to the work order (and therefore the asset's cost history)
3. Builds the consumption history that makes desired quantities evidence-based

The deduction happens when the work order's parts-used lines are saved, not at completion - so stock reflects reality as soon as the parts are committed to the job. Editing the lines first restores the previously deducted quantities and then applies the new ones, so corrections never double-count. If stock is insufficient, the save is blocked with an error naming the shortfall - you can't consume parts you don't have on record. Deleting a work order restores its parts to stock.

Reordering

Parts sitting at critical or out-of-stock badges are your reorder list. Purchasing runs through your normal process - purchase orders can track the buy, and receiving bumps the stock back up.

Programmatic access

parts:read / parts:write on the REST API; list_parts, create_part, asset-part association tools via MCP. A common first automation: a weekly AI-generated "below reorder point, by supplier" summary - see example workflows.